Facilities and Finance Administrator

Facilities Administrator - Victoria & Vauxhall, London

Ref: 4892Tuesday 12 October 2021

To £28000

Major commercial property company with a large portfolio of assets under management have created an exciting new role for an administrator to support their Facilities Management team. Based in upbeat and modern offices in Waterloo, the successful facilities and finance administrator will become a key player in the coordination and management of property and facilities related finances and data and provide a high quality administration service to the team. You'll be joining a company known for its positive work culture, health and wellbeing initiatives for staff and long term career development opportunities. The successful Facilities and Finance Administrator will receive a great benefits package which includes pension, 25 days holiday, discretionary bonus, training / study opportunities and more!

This Facilities team provides a support function for both site based, regional and head office teams.  Reporting to the Head of Facilities you will be responsible for:

FINANCE:

  • Supporting departmental financial processing and reporting.
  • Administration of facilities management documentation and contracts.
  • Full responsibility of raising purchase orders on behalf of the Facility Managers
  • Invoice reconciliation of all planned work / Interrogation where required and liaison with FMs on queries
  • Weekly finance reporting for performance to budget tracking, analysis and trend patterns
  • Maintaining the service charge allocation schedules for the portfolio
  • Assisting with annual service charge budgeting
  • Updating and managing contract cost and call out rate charges for service providers
  • Management of CAPEX tracker, reporting on performance against budget.
  • Prepare service charge pack for the Senior FMs ahead of their monthly meetings with facility managers

FACILITIES ADMINISTRATION:

  • Management of CAFM system (Elogbooks)
  • Monitoring and coordination of statutory compliance inspections
  • Administering the maintenance and general management of the elogbooks system to ensure it is up to date – including dealing with staff changes, centre and cluster changes (additions / deletions).
  • Undertake analysis of system data and provide applicable management reporting including service provider and staff performance, escalation of overdue critical tasks and general overview for weekly performance pack.
  • Review LOLER inspection due dates and reconcile with dates on elogbooks.
  • Provide reporting on trends / issues where efficiencies can be made.
  • Maintaining FM and associated service provider management information.
  • In advance of service provider meetings led by a member of the FM team, prepare and circulate the agenda and performance information highlighting areas for review

TEAM SUPPORT:

  • Management of the Team meeting calendar, ensuring attendance, agenda setting and minute taking.
  • Team target reporting and performance tracking.
  • Managing the FM team ‘Learning and Development’ programme, arranging attendance for the team with various course providers and record keeping of attendance.
  • Management and implementation of team induction pack and programme for new starters
  • Maintenance of the FM Team Sharepoint page and ensuring live documents are kept up to date
  • Prepare and circulate meeting agendas and minutes for FM team meetings General Administration
  • Organise training for learning & development requirements
  • General administrative tasks to support the team

This role would suit an experienced Administrator who enjoys finance and operational focused tasks. You should be comfortable working with a variety of systems and databases so will be IT literate.  Sound written and verbal communication skills are essential.